Program Support Assistant

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Program Support Assistant

Department of Veterans Affairs Veterans Health Administration Veterans Health Administration

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Summary

This job is open to

Duties

Requirements

How you will be evaluated

Required documents

How to apply

Summary

The NY Harbor VA Healthcare System has 1 vacancy for a Program Support Assistant at the Kings facility within the Mental Health Department. The incumbent serves as a primary administrative resource supporting inpatient residential outpatient and community-based mental health programs while facilitating coordination among interdisciplinary teams and administrative services throughout the Mental Health Service.

Learn more about this agency

Summary

The NY Harbor VA Healthcare System has 1 vacancy for a Program Support Assistant at the Kings facility within the Mental Health Department. The incumbent serves as a primary administrative resource supporting inpatient residential outpatient and community-based mental health programs while facilitating coordination among interdisciplinary teams and administrative services throughout the Mental Health Service.

Learn more about this agency

Overview Help

Accepting applications

Location 1 vacancy in the following locations

Brooklyn NY Kings NY

No matching locations found.

Work site options Telework eligible No Remote job No Relocation expenses reimbursed No

Salary 59465 - 77306 per year

Pay scale & grade GS 7 Promotion potential None

Learn more about pay scale and grade

Pay scale and grade determines the salary of the job.

Work schedule Full-time Travel Required Not required Appointment type Permanent

Occupations and job series 0303 Miscellaneous Clerk And Assistant

Supervisory status No Federal service type This job is in the Competitive Service Represented by a union No Drug test No Security clearance Other Position sensitivity and risk Non-sensitive NS Low Risk

Jobs require a background check and some require a security clearance. The type depends on the job.

Background check type Suitability Fitness

Financial disclosure required No

Some jobs require financial disclosure to identify conflicts of interests.

Announcement number CBTE-13098205-27-EW Control number 889990300

This job is open to Help Internal to an agency Current federal employees of the hiring agency that posted the job announcement.

Clarification from the agency 1st area of consideration current permanent NY Harbor Healthcare System employees 2nd area of consideration current permanent VISN 2 employees.

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Duties Help

Major duties include but are not limited to

• Coordinates administrative workflow activities among Mental Health programs Administrative Officers clinical leadership Health Administration Service Human Resources Information Technology and other VA services to facilitate efficient operations and timely resolution of routine administrative issues.
• Manages and maintains leadership calendars schedules coordinates and prepares materials for weekly and monthly meetings including Microsoft Teams video conferences town halls and stakeholder committee meetings.
• Prepares reviews proofreads and distributes a variety of administrative documents including correspondence memoranda reports memos and briefing materials. Drafts replies to incoming correspondence as authorized by the supervisor.
• Maintains an adequate level of administrative supplies for the service and initiates procurement requests as needed through appropriate VA supply channels.
• Ensures HIPAA compliance and data security in all administrative functions manages sensitive information in accordance with VA privacy policies and the Privacy Act.
• Coordinates consult management patient access scheduling activities encounter completion and related administrative workflows across multiple Mental Health programs. Monitors workload identifies workflow delays or operational barriers coordinates resolution of routine issues with program staff and escalates matters requiring management action.
• Coordinates discharge appointments for Veterans transitioning from inpatient to outpatient mental health care when applicable ensuring timely scheduling of follow-up services across clinical disciplines community providers and VA programs. Contacts patients directly to schedule appointments and communicates access and scheduling information clearly monitors patient access performance metrics and ensures timely scheduling in compliance with VA Access Standards.
• Prepares and maintains consult management reports oversees completion of patient care encounters progress notes unsigned notes and clinical reports within timeframes established by supervisory staff.
• Coordinates the preparation and maintenance of the monthly WhenER Coverage schedule for Mental Health Service.
• Monitors tracks and maintains MH records in accordance with VA Records Management policies working in coordination with the facility Records Manager and Privacy Officer.
• Manages and oversees data collection and entry into VA automated systems including CPRS VistA and related electronic health record platforms. Monitors correct entry of statistical data and generates routine and ad hoc reports as directed.
• Maintains master logs and tracking systems supporting compliance activities audits action items workload management and operational performance across multiple Mental Health programs.
• Identifies trends requiring follow-up coordinates corrective actions with responsible staff and provides operational information to the Administrative Officer and Mental Health leadership.
• Prepares and submits data for quarterly SOP 33 and CCC audits for Mental Health Brooklyn.
• Assists in the creation of annual reports audits suspense projects and data pulls reports information at various levels from local to VISN and national as directed.
• Receives and screens all telephone calls for MH leadership exercises judgment in routing calls appropriately to the Director Chief of Psychiatry or Administrative Officer. Provides information and assistance to callers in a professional and courteous manner.
• Serves as backup timekeeper for MH using the automated time and attendance reporting system ensures accurate and timely payroll submissions in coordination with the primary timekeeper.

Work Schedule Full-time Monday - Friday 800am - 430pm Compressed Flexible Not available. Telework Not available. Virtual This is not a virtual position.

Position Description PD Program Support Assistant PD630-14126

This occupation is being considered for a Veterans Health Administration enterprise-wide Critical Skills Incentive CSI. Candidates may be eligible for a lump sum CSI. The amount of lump sum CSI is determined based on appointment date and may be pro-rated as determined by the end date of the CSI. Eligible candidates will be required to sign a service agreement agreeing to an obligated service period and failure to complete the obligated service period may result in a debt for the unearned portion of the CSI.

This occupation is currently approved for a Veterans Health Administration enterprise-wide Critical Skills Incentive through insert date. Candidates may be eligible for a lump sum CSI for a pro-rated amount if onboard prior to the CSI expiration date. Eligible candidates will be required to sign a service agreement agreeing to an obligated service period and failure to complete the obligated service period may result in a debt for the unearned portion of the CSI.

Requirements Help

Conditions of employment

• You must be a U.S. Citizen to apply for this job
• To be considered for this position you must complete all required steps in the process. In addition to the application and questionnaire this position requires an online assessment. The online assessment measures critical general competencies required to perform the job.
• Selective Service Registration is required for males born after 12311959
• Physical Requirements The work required does not inherently include any physical requirements essential for successful job performance that could not otherwise be performed with accommodation or workplace adjustment. A pre-placement physical examination is not required.
• Subject to background security investigation Selected applicants will be required to complete an online onboarding process. Acceptable forms of identification will be required to complete pre-employment requirements httpswww.uscis.govi-9-centralform-i-9-acceptable-documents. Effective May 7 2025 drivers licenses or state-issued identification cards that are not REAL ID compliant cannot be utilized as an acceptable form of identification for employment.
• Participation in the seasonal influenza vaccination program is a requirement for all Department of Veterans Affairs Health Care Personnel HCP As a condition of employment for accepting this position you will be required to serve a 1-year probationary period or 2-year trial period during which we will evaluate your fitness and whether your continued employment advances the public interest. In determining if your employment advances the public interest we may consideryour performance and conductthe needs and interests of the agencywhether your continued employment would advance organizational goals of the agency or the Government andwhether your continued employment would advance the efficiency of the Federal service.
• Upon completion of your probationary period your employment will be terminated unless you receive certification in writing that your continued employment advances the public interest.

Qualifications

To qualify for this position applicants must meet all requirements by the closing date of this announcement 11022026.

Time-In-Grade Requirement Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-07 position you must have served 52 weeks at the GS-06. The grade may have been in any occupation but must have been held in the Federal service. An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year it may not clearly demonstrate you possess one-year time-in-grade as required by the announcement. In this instance you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 VEOA appointment.

You may qualify based on your experience as described below

Specialized Experience You must have one year of specialized experience equivalent to at least the next lower grade GS-06 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include but are not limited to

• Comprehensive knowledge of VA automated systems including CPRS VistA TMS and consult management platforms sufficient to independently identify errors resolve access discrepancies generate analytical reports and ensure data integrity across the service.
• Knowledge of VA Access and Scheduling policy VHA Directives Joint Commission standards HIPAA the Privacy Act and VA Records Management requirements is required not merely to follow procedures but to interpret and apply them to non-standard situations such as determining appropriate consult routing for urgent mental health referrals or coordinating multi-disciplinary discharge plans for Veterans with complex care needs.
• Knowledge of mental health clinical terminology diagnostic categories and care pathways sufficient to communicate meaningfully with psychiatrists psychologists social workers and nursing staff triage administrative issues with clinical implications and prepare technically accurate reports and correspondence on behalf of service leadership.
• Knowledge of program planning principles and analytical methods is required to compile interpret and present performance data track compliance metrics and identify trends requiring corrective action.

For more information on these qualification standards please visit the United States Office of Personnel Managements website at httpswww.opm.govpolicy-data-oversightclassification-qualificationsgeneral-schedule-qualification-standards.

Education

There is no educational substitution at this grade level.

Note Only education or degrees recognized by the U.S. Department of Education from accredited colleges universities schools or institutions may be used to qualify for Federal employment. You can verify your education here httpope.ed.govaccreditation. If you are using foreign education to meet qualification requirements you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information visit httpssites.ed.govinternationalrecognition-of-foreign-qualifications.

Additional information

Under the Fair Chance to Compete Act the Department of Veterans Affairs prohibits requesting an applicants criminal history prior to accepting a tentative job offer. For more information about the Act and the complaint process visit Human Resources and Administration Operations Security and Preparedness HRAOSP at The Fair Chance Act.

Reasonable Accommodation RA Requests If you believe you have a disability i.e. physical or mental covered by the Rehabilitation Act of 1973 as amended that would interfere with completing the USA Hire Competency Based Assessments you will be granted the opportunity to request a RA in your online application. Requests for RA for the USA Hire Competency Based Assessments and appropriate supporting documentation for RA must be received prior to starting the USA Hire Competency Based Assessments. Decisions on requests for RA are made on a case-by-case basis. If you meet the minimum qualifications of the position after notification of the adjudication of your request you will receive an email invitation to complete the USA Hire Competency Based Assessments based on your adjudication decision. You must complete all assessments within 48 hours of receiving the URL to access the USA Hire Competency Based Assessments if you received the link after the close of the announcement. To determine if you need a RA please review the Procedures for Requesting a Reasonable Accommodation for Online Assessments.

Receiving Service Credit for Earning Annual Vacation Leave Federal Employees earn annual leave at a rate 4 6 or 8 hours per pay period which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed.

This job opportunity announcement may be used to fill additional vacancies.

The Interagency Career Transition Assistance Plan ICTAP and Career Transition Assistance Plan CTAP provide eligible displaced VA competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation a copy of the agency notice your most recent performance rating and your most recent SF-50 noting current position grade level and duty location and be found well-qualified for this vacancy. To be well-qualified applicants must possess experience that exceeds the minimum qualifications of the position including all selective factors and who are proficient in most of the required competencies of the job. Information about ICTAP and CTAP eligibility is on OPMs Career Transition Resources website at httpwww.opm.govpolicy-data-oversightworkforce-restructuringemployee-guide-to-career-transition.

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Candidates should be committed to improving the efficiency of the Federal government passionate about the ideals of our American republic and committed to upholding the rule of law and the United States Constitution.

Benefits Help

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window Learn more about federal benefits. Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

How you will be evaluated

You will be evaluated for this job based on how well you meet the qualifications above.

Your qualifications will be evaluated based on your application materials e.g. resume supporting documents your responses on the application questionnaire and your responses to all assessments required for this position. You will be assessed on the following Competencies for this position

Accountability Attention to Detail Customer Service Decision Making Flexibility Integrity/Honesty Interpersonal Skills Learning Reading Comprehension Reasoning Self-Management Stress Tolerance Teamwork

Your experience must be fully documented on your resume and must include job title duties month and year startend dates AND hours worked per week. A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. IN DESCRIBING YOUR EXPERIENCE PLEASE BE CLEAR AND SPECIFIC. WE WILL NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE. Overstating your qualifications andor experience in your application materials or application questionnaire may result in your removal from consideration. Cheating on the online assessment may also result in your removal from consideration.

Experience refers to paid and unpaid experience including volunteer work done through National Service programs e.g. Peace Corps AmeriCorps and other organizations e.g. professional philanthropic religions spiritual community student social. Volunteer work helps build critical competencies knowledge and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience including volunteer experience.

During the application process you may have an option to opt-in to make your resume available to hiring managers in the agency who have similar positions. Opting in does not impact your application for this announcement nor does it guarantee further consideration for additional positions.

Special Employment Consideration VA encourages persons with disabilities to apply including those eligible for hiring under 5 CFR 213.3102u Schedule A Appointment of persons with disabilities i.e. intellectual disabilities severe physical disabilities or psychiatric disabilities andor Disabled veterans with a compensable service-connected disability of 30 or more. Contact the Agency Contact for information on how to apply under this appointment authority via the Selective Placement Coordinator.

Benefits Help

A career with the U.S. government provides employees with a comprehensive benefits package. As a federal employee you and your family will have access to a range of benefits that are designed to make your federal career very rewarding. Opens in a new window Learn more about federal benefits. Review our benefits

Eligibility for benefits depends on the type of position you hold and whether your position is full-time part-time or intermittent. Contact the hiring agency for more information on the specific benefits offered.

Required documents Required Documents Help

To apply for this position you must provide a complete Application Package which includes Resume SF-50 Notification of Personnel Action

The following documents are accepted and may be required if applicable to your eligibility andor qualifications for this position. Please make sure you have included other documents required for your application such as a copy of your transcript if using education to qualify SF-50s current/former Federal employees documentation to support Veterans Preference claims or ICTAP/CTAP documentation for displaced Federal employees. You will not be contacted for additional information.

• Resume
• SF-50 Notification of Personnel Action
• SF-50 Notification of Personnel Action if applicable for Time in Grade and/or Eligibility
• Most recent SF-50 if you are a current or former Federal employee

An SF-50 showing your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year it may not clearly demonstrate you possess one-year time-in-grade as required by the announcement. In this instance you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Award 50s do not provide sufficient information and will not be accepted for the purpose of verifying time-in-grade. Examples of appropriate SF-50s include

• Within grade increases at the highest grade held or
• Promotions with an effective date more than one year old or
• SF-50s at the highest grade held with an effective date more than one year old.

Veterans Preference When applying for Federal Jobs eligible Veterans should claim preference for 5pt TP 10pt CPCPSXP or for Sole Survivor Preference SSP in the questionnaire. You must provide a legible copy of your DD214s which shows dates and character of service honorable general etc.. If you are currently serving on active duty and expect to be released or discharged within 120 days you must submit documentation related to your active duty service which reflects the dates of service character of service honorable general etc. and dates of impending separation. Additionally disabled veterans and others eligible for 10-point preference such as widows or mothers of eligible Veterans must also submit an SF-15 Application for 10 Point Veteran Preference with required proof as stated on the form. Documentation is required to award preference. For more information on Veterans Preference please visit Feds Hire Vets - Veterans - Job Seekers - Veterans Preference.

Veterans and Transitioning Service Members Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA career development services for our existing Veterans and coaching and reintegration support for military service members.

It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment.

NOTE Participation in the seasonal influenza program is a condition of employment and a requirement for all Department of Veterans Affairs Health Care Personnel HCP. It is a requirement that all HCP to receive annual seasonal influenza vaccination or obtain an exemption for medical or religious reasons. Wearing a face mask is required when an exemption to the influenza vaccination has been granted. HCP in violation of this directive may face disciplinary action up to and including removal from federal service. HCP are individuals who during the influenza season work in VHA locations or who come into contact with VA patients or other HCP as part of their duties. VHA locations include but are not limited to VA hospitals and associated clinics community living centers CLCs community-based outpatient clinics CBOCs domiciliary units Vet centers and VA-leased medical facilities. HCP include all VA licensed and unlicensed clinical and administrative remote and onsite paid and without compensation full- and part-time employees intermittent employees fee basis employees VA contractors researchers volunteers and health professions trainees HPTs who are expected to perform any or all of their work at these facilities. HPTs may be paid or unpaid and include residents interns fellows and students. HCP also includes VHA personnel providing home-based care to Veterans and drivers and other personnel whose duties put them in contact with patients outside VA medical facilities.

Placement Policy The posting of this announcement does not obligate management to fill a vacancy or vacancies by promotion. The position may be filled by reassignment change to lower grade transfer appointment or reinstatement. Management may use any one or any combination of these methods to fill the position.

If you are relying on your education to meet qualification requirements

Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications. Therefore provide only the attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.

Failure to provide all of the required information as stated in this vacancy announcement may result in an ineligible rating or may affect the overall rating.

How to Apply Help

Please read the entire announcement and all the instructions before you begin an application. To apply for this position you must complete the initial online application to include the initial online questionnaire and submission of the required documentation specified in the How to Apply and Required Documents section. The complete application package must be submitted by 1159 PM ET on the closing date of the announcement to receive consideration. To preview the application questionnaire click httpsapply.usastaffing.govViewQuestionnaire13098205. The application process is as follows

To begin click Apply Online to create a USA JOBS account or log in to your existing account. Follow the prompts to select your USA JOBS resume and/or other supporting documents.

• Answer the questions presented in the application and attach all necessary supporting documentation.
• Click the Submit Application button prior to 1159 PM ET on the announcement closing date 11022026.
• If you are required to complete any USA Hire Assessments you will be notified after submitting your application. The notification will be provided in your application submission screen and via email. The notification will include your unique assessment access link to the USA Hire system and the completion deadline. Additionally in USAJOBS you can click Track this application to return to your assessment completion notice.
• Access USA Hire using your unique assessment link. Access is granted through your USAJOBS login credentials.
• Review all instructions prior to beginning your assessments. You will have the opportunity to request a testing accommodation before beginning the assessments should you have a disability covered under the Rehabilitation Act of 1973 as amended.
• Set aside at least 3 hours to take the USA Hire Assessments however most applicants complete the assessments in less time. If you need to stop the assessments and continue later you can re-use your unique assessment link. NOTE Your responses to the USA Hire Assessments will be reused for one year in most cases from the date you complete an assessment. If future applications you submit require completion of the same assessments your responses will be automatically reused.
• Visit the USA Hire Applicant Resource Center for practice assessments and assessment preparation resources at httpssupport-usahire.opm.govhcen-us.

To update your application including supporting documentation During the announcement open period return to your USAJOBS account find your application record and click Edit my application. This option will no longer be available once the announcement has closed.

To view the announcement status or your application status httpshelp.usajobs.govhow-to. Your application status page is where you can view your application status USA Hire assessment completion status and review your notifications sent by the hiring agency regarding your application.

Beginning September 27 2025 Federal agencies will only accept resumes up to two pages in length to comply with the Merit Hiring Plan. Resumes longer than two pages will result in ineligibility for further consideration for the position. USAJOBS will not allow you to upload or build resumes longer than two pages and you will need to update the resumes in your profile before applying for a job. Resumes should include information relevant to the knowledge skills abilities and competencies of the position to which you are applying. VA is unable to make assumptions about qualifications if not clearly listed.

Resumes must be legible so they can be reviewed for eligibility minimum qualifications and other position requirements listed in the job announcement. Your resume must be 5MB or less. We recommend saving and uploading your resume as a PDF to maintain formatting and number of pages. We also accept GIF JPG JPEG PNG RTF TXT PDF ODT or Word DOC or DOCX. We do not accept PDF portfolio files. We recommend using a sans-serif font size like Lato if available. Other widely available options are Calibri Helvetica Arial Verdana Open San Source Sans Pro Roboto or Noro Sans. Make your page margins 0.5 inches. Consider using 14-point size font for titles and 10-point for the main text in your resume. The resume builder can help you create a resume using these recommendations and uses the information in your USAJOBS profile to help you get started.

Helpful Hints for Creating a Two-Page Resume

• Prioritize most relevant and recent experience
• Use concise results focused language
• Align language from the job announcement
• Focus on demonstrating skills and competencies
• Remove outdated or unrelated experience
• Use the USAJOBS resume builder

Additional guidance on this new requirement and resume building tools can be found at httpshelp.usajobs.govfaqapplicationdocumentsresumepage-limit

Agency contact information Erika Weisbrod Phone 680-216-8337 Email Erika.Weisbrodva.gov Address VA NY Harbor Healthcare System 423 East 23rd Street New York NY 10010 US

Next steps

Once your online application is submitted you will receive a confirmation notification by email. After we receive application packages including all required assessments and documents and the vacancy announcement closes we will review applications to ensure qualification and eligibility requirements are met. After the review is complete a referral certificates is issued and applicants will be notified of their status by email. Referred applicants will be notified as such and may be contacted directly by the hiring office for an interview. All referred applicants receive a final notification once a selection decision has been made.

If you are referred for consideration you may be asked to submit additional job related information which may include but not limited to responses to the knowledge skills and abilities completion of a work sample and/or